Free Contractor Invoice Template
A general contractor invoice with labor, materials, permits and equipment on separate lines.
| Description | Qty | Unit | Rate | Amount |
|---|---|---|---|---|
| Project labor | 40 | hours | $75.00 | $3,000.00 |
| Materials | 1 | job | $2,800.00 | $2,800.00 |
| Equipment rental | 2 | days | $225.00 | $450.00 |
| Permit fees | 1 | each | $350.00 | $350.00 |
| Debris removal | 1 | job | $300.00 | $300.00 |
| Description | Qty | Unit | Rate | Amount |
|---|---|---|---|---|
| Project labor | 40 | hours | $75.00 | $3,000.00 |
| Materials | 1 | job | $2,800.00 | $2,800.00 |
| Equipment rental | 2 | days | $225.00 | $450.00 |
| Permit fees | 1 | each | $350.00 | $350.00 |
| Debris removal | 1 | job | $300.00 | $300.00 |
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Contractor invoice designs
Pick a look you like. Each example is made with the tool above, so you can change anything.
Sample contractor line items
Common billable items. Prices are examples only.
- Project labor40 hours at $75.00
- Materials1 job at $2,800.00
- Equipment rental2 days at $225.00
- Permit fees1 each at $350.00
- Debris removal1 job at $300.00
Invoicing for contractor businesses
Contractor jobs run for weeks or months, and the bill rarely fits on one page at the end. You have labor, materials, subcontractors, permits and equipment, all arriving at different times. Clients, and sometimes their lenders, want to see where each dollar went. A clear contractor invoice template that separates those pieces helps you get paid on schedule instead of waiting for one big reckoning. It also gives you a clean record if a question comes up months later.
Common contractor billing headaches, and how to handle them
One big invoice at the end of a long project
Waiting until the last day to bill puts your cash flow at risk. Bill in stages instead: a deposit at the start, progress invoices at agreed points, and a final invoice at completion. Put the stage in the description, such as "Progress billing, framing complete." Enter earlier payments in the Deposit or amount paid field so the balance due always shows what is left.
Change orders on a job with many moving parts
A client moves a wall, upgrades a fixture or adds a room, and the original quote no longer matches the work. Add each approved change as its own line with the date and what changed. Turn on the signature line so the client signs off. Leave the original contract lines alone so nobody mixes up the base price and the extras.
Passing through subcontractor and material costs
Clients want to see what went to subs and suppliers and what went to your own labor. List materials, equipment rental and subcontractor work as separate line items. Use hours for your crew and "job" as the unit for lump-sum work. Add the client's PO number when they give you one, and set payment terms to Net 15 or Net 30 to match your agreement.
Permits, inspections and held-back payments
Permit and inspection fees are real costs, so give them their own line to avoid looking like markup. Some commercial clients hold back part of each payment or ask for a lien waiver with it. Rules vary by state and contract, so check yours. Put your holdback and waiver terms in the Terms box so both sides agree before the first invoice goes out.
What to include on a contractor invoice
- Your business name, phone and contractor license number, if your state requires one
- The client name and the job site address
- The invoice number, issue date and any client PO number
- The project phase or draw, such as "Draw 2: framing complete"
- Labor listed in hours with your rate
- Materials listed separately from labor
- Subcontractor and equipment rental charges
- Permit and inspection fees on their own line
- Approved change orders with the date of approval
- Payment terms, late fee terms and your warranty on the work
Tips for getting paid faster
- Tie payments to milestones. Agree on a payment schedule before work starts, and bill the day each milestone is signed off.
- Invoice the same week the work is done. Clients pay faster when the invoice arrives while the progress is fresh.
- Write the terms down. A short late fee and payment terms note in the Terms box saves awkward calls later.
Download a blank template
Blank files are coming soon.